Who is eligible for the WASHCAP food assistance program?
ACES will automatically open and maintain food assistance for SSI households for a 24-month certification period who are identified on the SDX as:
- Living Arrangement = A, and
- Single or separated, and
- Age 18 or older, and
- Eligible for at least $.01 in Federal SSI, and
- Not receiving any earnings.
The minimum WASHCAP benefit is $10 per month in food assistance.
Clients who would lose food assistance benefits because of participation in the WASHCAP food assistance program may opt-out. A client needs to have a valid reason why they would choose to opt-out. Users need to indicate the reason on the STAT screen in the Opt-Out field. The Opt-Out field will have the following list of valid codes:
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M – Countable out of pocket monthly medical expense over $35
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C – Costs over the Opt Out threshold
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X – Other Policy changes
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R – Review Opt Out status
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Blank – Not Opted Out for WASHCAP benefits
See EA-Z Manual - WASHCAP
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Case Opening
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ACES will convert current FS AUs to WASHCAP food assistance when the SDX record indicates that a client is eligible for WASHCAP.
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The first month of WASHCAP benefits issued will be December 2001. When converting an active FS AU to WASHCAP, ACES changes the food assistance type to WASHCAP but keeps the same AU number and updates the calculation to the WASHCAP calculation based on the information from the SDX.
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When opening a client who is not currently on a FS AU, ACES uses the information from the SDX to complete the mandatory fields.
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For new cases, WASHCAP benefits begin the first of the month, following the receipt of the SDX showing the client being WASHCAP eligible and receiving SSI money.
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For existing cases that are converted to WASHCAP, WASHCAP begins the first of the following month except when the change results in a decrease in benefits and it is not possible to give 10-days notice of the adverse action. In this case, ACES converts the case to WASHCAP but not waive adverse action, allowing the change to take effect the first of the second month following the receipt.
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If the client has had an AU open in the current or any of the previous 4 calendar months to which EBT benefits would have been sent, ACES does not issue a new EBT card. Otherwise, a new EBT card and PIN will be issued upon the opening of WASHCAP.
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If an SDX results in the opening of a new client on WASHCAP, this case is assigned to the WASHCAP central unit.
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If the SDX results in the opening of WASHCAP food assistance and the case resides in a local CSO, ACES reassigns the entire case and all related AUs to the central WASHCAP unit.
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If the WASHCAP unit receives an associated AU that should remain at the local office, they remove the WASHCAP member and return the associated AU to the local office. If the WASHCAP member cannot be removed from the associated AU for eligibility reasons, this client should not be on WASHCAP. In this instance, the WASHCAP user informs SSA, closes WASHCAP, and returns the case to the local office. If the SDX results in the opening of WASHCAP food assistance and the original SSI Medicaid case resides in an HCS office, then the entire case remains in the HCS office.
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If a non-central unit or non- HCS user attempts to choose WASHCAP, they are prevented with Edit 5051, "WORKER - UNAUTHORIZED SECURITY FOR REQUESTED SELECTION." If any user attempts to add-a-person to an active WASHCAP AU, they are prevented by Edit 0607, "ONLY ONE RECIPIENT CAN BE DESIGNATED FOR THIS PROGRAM TYPE." Further, if a central unit or HCS user attempts to use the WASHCAP indicator in any food assistance case where there are two or more clients pending, active or in suspense, they are also prevented with Edit 0607 "ONLY ONE RECIPIENT CAN BE DESIGNATED FOR THIS PROGRAM TYPE".
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WASHCAP Basic Food benefits are always Federal. There is no state-funded Basic Food WASHCAP. If the SDX indicates that a client is WASHCAP eligible, but after reviewing the alien status fields ACES determines the client is only eligible for state-funded Basic Food, then ACES sends an alert to the WASHCAP unit so that they can request that the Basic Food code on the SDX be changed and send the client a denial letter.
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Maintenance What if a WASHCAP client reports a change in shelter costs?
· ACES determines the WASHCAP client's shelter deduction based on what is entered on the WCAP screen in the SDX FS Application Code field.
· On the WCAP screen, determine if the SDX FS Application Code is coded correctly based on the reported change in shelter costs. Refer to Worker Responsibilities under EAZ Manual WAC 388-492-0070 How are my WASHCAP food benefits calculated?
o If a client is eligible for the maximum shelter deduction, enter [Y] - Client is eligible for WASHCAP, with the maximum shelter deduction inthe SDX FS Application Code field.
o If a client is eligible for the minimum shelter deduction, enter [N] - Client is eligible for WASHCAP but with minimum shelter deduction in the SDX Application Code field.
Can WASHCAP users access Basic Food AUs in other Community Service Offices (CSOs)?
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WASHCAP workers can access and transfer active/pending AUs in Regions 01 through 06 except those with a related active/pending AU in an HCS office or CSO 076.
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WASHCAP workers can access closed AUs in Regions 01 through 06, except those in an HCS office or CSO 076, in order transfer these AUs to WASHCAP CSO (130). WASHCAP users must first reinstate the ongoing benefit month and then any historical months before transferring the AU.
Automatic Updates
ACES automatically updates the case from information received on the SDXand if unable to automatically update, an alert is sent to the WASHCAP Central Unit or HCS user.
Automatic Termination
ACES auto-terminates WASHCAP food assistance and sends an application and a termination letter with advance and adequate notice when an SDX is received indicating the following:
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The client has had earnings coded on the SDX for greater than 3 months. A CES notes when the SDX shows that a client now has earnings and if the SDX shows three consecutive months with earnings, and sends an alert.
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The WASHCAP indicator in field 607 is no longer "A" or "B." The client's living arrangement changes to "B," "C," or "D."
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Receipt of payment codes M01, N05 – N20, N23, N27 - N39, N41 - N50, N53, N55, N56, T20, T22, T30, T31, T50 and T51.
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The client no longer eligible for at least $.01 in Federal SSI, (except when the payment status code on the SDX is equal to S08 – these clients remain WASHCAP eligible, even if they are not currently eligible for at least $.01 in Federal SSI ).
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The client’s marital status changes to 1, indicating the client is no longer residing separately.
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ACES automatically terminates and sends the standard letter when the following changes are made to a client's SDX record:
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Death of the client. For codes S01 and T01, ACES updates the client’sDEM2 with the date of death, shows that the death occurred in Washington State, and recalculates eligibility, allowing the case to close. Advance notice isn’t necessary
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Client moved to another state: Indicated when an SDX Transaction Code (positions 6 and 7) of 05 is received.
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Client in a public institution: For payment codes N02 and N22, ACES changes the clients living arrangement to "JL" on the DEM1 and recalculates so that ACES closes for the client being in a public institution. Advance notice isn’t necessary.
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Client no longer residing in Washington: For codes N03, ACES changes the clients Washington resident code on the DEM1 to "N" and recalculates so that ACES closes for the client no longer residing in Washington. Advance notice isn’t necessary.
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Client makes a fraudulent statement: For code N24, ACES answers "Y" to question #5 on the DEM4 and allows ACES to recalculate and close for fraudulent statement.
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Client is a fleeing felon: For code N25, ACES answers "Y" to question #3 on the DEM3 and allows ACES to re-calculate and close for fleeing felon.
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Client's whereabouts unknown: For code N54, ACES updates the AU with Reason Code 551, Whereabouts Unknown, on the STAT and recalculates, allowing ACES to close for whereabouts unknown. Advance notice isn’t necessary.
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Client no longer income eligible: Code N01 indicates that the client is no longer income eligible so ACES terminates food assistance for excess income.
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Client has excess resources for Basic Food: Code N04 indicates that the client is no longer resource eligible so ACES terminates Basic Food for excess resources.
If the SDX results in the closure of only the WASHCAP Basic Food assistance and the case resides with the central unit, ACES auto-transfers the remaining medical AUs to the appropriate CSO, based on the ZIP code of the client.
If an SDX results in the closure of both WASHCAP and SSI Medicaid, ACES will not auto-transfer. These cases remain with the central unit for medical redetermination and Basic Food reapplication.
Reports
A monthly report of all cases closed by the SDX is available on aces.online at http://acesonline.dshs.wa.gov/. This report is available to all inquiry users for:
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All cases;
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All central unit cases.
Information for each case includes:
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Reviews
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If the SDX shows that the client has completed an SSI redetermination, ACES uses that as the new review begin date and certifies the client for 24 months after that date. If the SDX does not reflect a date that is within the last 24 months, ACES will not update the client’s review period.
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All WASHCAP reviews are mail in reviews. The standard mail–in review letter is sent with conditional text to the client in the 22nd month of the client's certification, after issuance of the 23rd month's benefits.
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If the client fails to send in their recertification, the case terminates for no recert at the end of the certification period. The central unit worker informs SSA to remove the WASHCAP coding.
A report of the number of WASHCAP cases opened will be posted monthly at http://acesonline.dshs.wa.gov/. This report will be available to all inquiry users for:
A monthly "Exception Report of Unopened Cases" for WASHCAP cases that couldn’t be auto-opened and remain unopened after 30 days from the sending of the alert is produced and delivered to the HCS SHPMs and the supervisor of the WASHCAP unit.
The following information displays:
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Region (if applicable)
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CSO or HCS office (if applicable)
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User
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Client Last Name
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Client SSN
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Date Alert was sent
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Discrepancy type [ SSN, DOB, Name or address in ACES is different from address on SDX (active ACES clients only for address) and death of unknown or inactive client]
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Situations When Auto-Open Not Possible If ACES cannot auto-open a WASHCAP case, Alert 361, WASHCAP Auto-Open Not Possible, is sent to the user of record indicating that they must resolve discrepancies before opening the case. ACES will not auto-open WASHCAP:
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If there are any of the following pending situations:
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The client is pending for food assistance by themselves; or
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The client is pending on an already active food assistance AU with any other client; or
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The client is a recipient of food assistance with another client pending on the AU.
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When current ADATSA coding is listed in the ongoing month on theINST.
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However, ACES will convert a case with ADATSA coding in the ongoing month if there is an AREP type of AA coded on the FS AU.
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Alert 363, WASHCAP Client Shows ADATSA Coding, is sent to the user to review the ADATSA eligibility and to watch for release from ADATSA so that benefits follow the client. If ACES shows that the client is currently in ADATSA and no AREP type of AA is coded for the FS AU, ACES sends alert to the WASHCAP unit to advise the worker that WASHCAP opening is not possible due to treatment status.
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When the client is active in ACES and the living arrangement in ACES in the ongoing month shows one of the following:
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AD
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Adoption Support Non IV - E
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JR
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Juvenile Rehabilitation
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BS
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Boarding School
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TA
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Temporary Absent
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FH
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Adult Family Home
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AS
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Alien Sponsor, Home w/Spouse
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IT
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Involuntary Treatment Act in IMD (MI)
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FC
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Foster Care Non-Title IV – E
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NF
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Nursing Facility
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IL
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Invalid Living Arrangement
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AE
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Adoption Support IV - E
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MR
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IMR
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CB
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Commercial Boarding Home
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TF
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Temporary Absent – In Foster Care (AFDC)
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GH
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DDD Group Home Large 17+
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BO
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Boarder
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JL
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City / County Jail
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FE
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Foster Care Title IV – E
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PR
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State / Federal Prison
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IM
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IMD
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AF
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Alternate Living Facility (ALF)
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NA
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Non-Adatsa Alcohol & Drug Txt Ct
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DC
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Assisted Living Dept Contract FAC
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VH
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Veteran Home
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HS
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Hospital
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If the client is an active recipient on a D01 or D02 AU.
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If ACES receives an SDX showing a client is WASHCAP eligible but, per the information on ACES, the client is currently disqualified from food assistance.
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The client will be sent a letter explaining that they are disqualified from receiving food assistance. ACES will place these clients in a "holding queue" and, when the disqualification ends, ACES will open WASHCAP.
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ACES will also monitor the SANC and ongoing disqualification interface.
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If the client's disqualification is extended, ACES will send the disqualification letter again, noting the new end date.
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If the client's disqualification is shortened, ACES will monitor the change and open WASHCAP when the disqualification ends, if the client’s SDX indicates that the client is still WASHCAP eligible.
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If the client’s disqualification from food assistance is permanent, ACES will send an alert to the user and take no further action.
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If an active Basic Food is found for the client, a WASHCAP auto-open trigger will not set up if the Opt Out field for the AU has a valid value. If a valid value is found, Alert 361 (WASHCAP AUTO-Open Not Possible) will be sent to notify the user with the second line information reading as “CLIENT OPTED OUT FROM WASHCAP”.
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